How to choose the right venue for your event: 9 things to consider

When it comes to planning a successful event, choosing the right venue is one of the most important decisions you’ll make. Not only is your choice of venue vital from a practical point of view, but it really sets the tone for the day (or evening) ahead. If you’re having trouble finding one that fits your needs, or just need a few pointers to get you started, our guide on how to choose the right venue for your event is filled with useful tips and recommendations.

The important thing to remember is that events come in an array of sizes and styles. Awards ceremonies, conferences, meetings and drinks receptions all come with a unique set of venue requirements, so you’ll need to tweak your approach accordingly. Are you looking for somewhere cool and modern which will boost creativity and encourage new connections? Or are you on the hunt for a traditional venue for a more formal occasion? It’s important to think about your audience and the reason for your event, when searching for the most appropriate backdrop.

Practicality plays a big role, too. Everything from location and accessibility to the size and layout of the venue can have a lasting impression on your guests. It can mean the difference between an event that flows smoothly and seamlessly, to one filled with logistical blunders – an event-planners nightmare!

To avoid any on-the-day hiccups, make sure to consult our venue search checklist first. From price to location, layout to accessibility, we’ve pulled together an essential list of considerations that will help you find the perfect venue for your needs. We’ve even provided examples of venues for different event types, whether you’re hosting a lavish gala dinner or an important business meeting.

Why you can trust SquareMeal to find your perfect venue

SquareMeal has been helping event-planners find the perfect venue for their events for more than 30 years. We have thousands of venues across the UK listed on our website, including conference centres, banquet halls, meeting rooms, restaurants and many more - from traditional to more unusual options. Whether you're a corporate booker looking for your next meeting or conference space, or a private planner in need of a showstopping party venue, we can help. 

Our search service allows you to narrow down your selection according to location, style, price and more, meaning you can easily compare venues that fit your exact requirements. SquareMeal also offers a free venue-finding concierge service to help you find a venue suited to your needs. Whether for a meeting, conference or friend’s birthday, simply let us know what you're looking for and what your budget is, and we'll come back with a shortlist of venues that we think could be the perfect fit.

What to consider when choosing a venue

Choosing the right venue is an important decision, so it’s important to not rush the process. Find a venue that aligns with your event needs by considering things like style, location, capacity and price.

Price

The Exhibit in Balham offers clearcut day delegate rates inclusive of room equipment, refreshments and lunch menus

Before you start your venue search, it's important to nail down your budget. Be realistic here: decide how much are you willing to spend and then make sure to look at venues within your price bracket. There’s no point looking at wildly expensive venues if you can’t afford them.

When looking at the price of a venue, you’ll need to find out if the venue charges an upfront hire fee, or whether it functions on a minimum spend basis. Private dining rooms and bars often ask for a minimum spend, while corporate venues usually offer a day delegate rate. If you’re not sure what that is, we’ve broken down the different payment types in our guide to conference venue costs.

When querying price with your venue, make sure to ask what that includes. Catering is likely to be an extra cost, and some venues charge extra for using certain equipment. It’s best to lay everything out beforehand so you’re not caught out at the last minute by hidden charges.

Location

Looking for somewhere central? Hard Rock Cafe is nestled in the heart of Mayfair and just a couple of minute's walk from Hyde Park Corner station

The location of your venue can heavily affect guest attendance. Think about where the majority of your audience is based, and their travel needs, to make it as easy as possible for people to attend.

Start by pinpointing where the closest train station is, and if it’s within a short walking distance. If it isn’t, you might need to consider a shuttle bus to transport guests to the venue. We’d also recommend checking out nearby bus stops/routes if most of your guest list is based locally.

For those who wish to travel by car, it could be useful to hire a venue with free parking, or at the very least ascertain if there’s a car park nearby that people can use. Remember, the trickier your venue is to access, the less likely it is that your guests will be able to attend.

Style

Maison Assouline is a bookstore and events space that's bursting with colour and character

The next thing you’ll need to consider is the style of event you’re hosting. A large-scale conference is very different to an intimate business meeting or a product launch, so you’ll need to source a venue that reflects the style and aesthetic of your event.

Are you looking to keep the tone smart and formal? Do you want a venue that promotes creativity? Or do you need somewhere in keeping with your company’s industry, be it music, food, tech or something else? A grand ballroom may suit a black-tie gala, while an industrial loft would fit a contemporary product launch.

Think about the existing décor, lighting, and architecture of the venue, and whether you’d like the ability to put your own stamp on the space. A listed property bursting with historic features is likely to have a few restrictions on what you can do with the space, compared to a blank canvas venue, which offers greater flexibility, but often less character and charm.

Finally, consider acoustics, natural lighting, and the overall vibe your guests will experience as they walk in.

Our venue suggestions:

Best venue for a gala dinner: Mansion House
Best venue for a conference: Kensington Conference & Events Centre
Best venue for an exhibition: 10-11 Carlton House Terrace
Best venue for a drinks reception: 116 Pall Mall

Capacity and size

This might seem like a no-brainer, but it’s important that the venue you choose is the correct size for your guest list. Too big, and you risk your event feeling sparse. Too small, and your event will feel cramped and chaotic. Capacity should be a relatively simple thing to decide on as it entirely depends on the size of your guest list.

It’s worth considering whether you'd like to host a seated or standing event, as this will affect how many people you can hold in one room. A seated event will have a smaller capacity, due to the need to accommodate tables and chairs.

Layout

Your venue’s layout can dramatically influence the flow and experience of your event, so consider how guests will move throughout the venue from start to finish. If your event involves multiple components for example, like a pre-dinner reception, a meal and dancing, then keep an eye out for venues with flexible layouts and interconnecting rooms. This will ensure guests can move from one room to the other easily, without having to traipse up and down stairs. If you’re hosting a team-building day, conference or workshop, it might be helpful to hire a space with breakout rooms for separate activities or private conversations.

For seated events, you’ll need to decide on the most suitable seating style for your event. Tiered, theatre-style seating is great for a conference, while a U-shape set-up would work nicely for a meeting or presentation. Don’t worry, if you don’t know your cabaret from your classroom seating, check out our complete guide to event seating types to find out what your options are, and which one is best suited to your event.

Finally, a small but significant consideration is how close your event space is to a toilet. You don’t want guests to have to walk miles for the bathroom, as this could have an impact on timings.

Catering

Friern Manor in Essex boasts more than 35 years of catering experience

The food at your event can make a huge difference to your guests’ on-the-day experience. Some venues provide in-house catering with set menus and custom packages, while others may require you to bring in external caterers. Of course, the type of food you choose will depend on the style of your event.

For a special dinner or awards ceremony, the food is top priority, so we'd recommend choosing a venue with a dedicated chef team and checking out their menus beforehand. A three-course meal with selected wines is a great choice. Equally, a team-building session or all-day conference might require a more casual lunch service, such as a buffet, sandwich selection, or simply refreshments and snacks to keep attendants energised.

If the venue offers catering in-house, check to see if it can cater for dietary requirements. Some also allow you to tailor menus according to your preferences, so it’s always worth asking in case you have something particular in mind. Finally, don’t forget to ask about corkage fees, bar service, and any minimum spend requirements.

Services and facilities

Centurion Club offers free WiFi and TV screens across all its events spaces

Venues differ greatly in the level of service they offer. Some provide comprehensive packages that include event planning, coordination, staffing, technical support, and security, while others may be more hands-off.

Assess what’s included in the hire fee and what you'll need to source separately. A venue with an experienced event coordinator or tech team can make a significant difference in managing logistics and last-minute changes.

We’d recommend finding a venue that can provide everything you might need on the day. This could be as simple as notepads and bottles of water, all the way though to AV equipment, screens, stages and lighting. While you can source these things separately from the venue, this just creates more work for you and quite often ends up costing more.

Accessibility

Ensuring your venue is accessible and inclusive for all is an important consideration, not just to ensure those with physical or mental disabilities feel valued, but to ensure wider participation and enable more nuanced conversations at your event.

Here are some things to consider:

Wheelchair access: make sure your venue offers step-free access via ramps and lifts
Reserved seating: reserve a few seats for wheelchair users
Disabled parking spaces: check that the car park (if applicable) offers disabled spaces
Subtitles: if you’re showing a video or presentation, include subtitles and descriptions of visuals
Staff training: alert staff of individuals with disabilities in attendance, and offer awareness and etiquette training

Sustainability

The Barbican is setting the standard for sustainable venues, from practicing a zero-to-landfill policy to using 100% renewable energy

Event-planners are increasingly placing more emphasis on the sustainability of their events. It’s the right thing to do, whether or not you’re hosting an event for eco-conscious guests, as it shows your brand or company are respectful of its impact on the planet, and encourages others to consider their own actions.

Look for venues with green certifications, recycling policies and energy-efficient infrastructure, or partnerships with local suppliers. Most venues will advertise their sustainable credentials prominently on their website, but it’s important to ask how this works in practice, and how it will impact your event. Will there be recycling bins placed around your venue space? Are there water fountains nearby? What happens to leftovers if people don’t finish the food? If you're keen to learn more about how to make your event greener, check out these eco-friendly tips and tricks for hosting a sustainable event. 

Remember, hosting a greener event not only reduces your impact, but can be a positive talking point in your post-event messaging.

Conclusion

The venue you choose can have a huge impact on your event, affecting networking opportunities, attendance, logistical flow, environmental impact, overall guest experience and much more. The main factors to consider are price, layout, location and style, but it’s worth investing some extra thought into what sort of services it offers – from catering to AV equipment - should you require extra facilities.

Take your time researching a venue, and make sure to ask lots of questions before you commit. If you can fit in a site visit beforehand, even better, although this isn’t always essential if you’re short on time.

Your venue is more than just a place to host an event. It can have a direct impact on your event’s purpose and messaging, so choose carefully, and happy hunting! 

Have a better idea of what you want from your venue? Now take a look at some of our venue best lists, from the best summer party venues in the UK, to London's best conference venues.